On occasion, departments may issue gift cards to employees in recognition of
special events. The value of any gift an employee receives above $25 must be
reported on an employee’s W-2. The Employee Recognition Award Form will need to be
completed in full and approved before a gift card can be issued. The completed form
must accompany any request for reimbursement to Accounts Payable and be
submitted to Payroll (if gift is >$25).

Faculty and Staff Reimbursements

Reimbursement under $75.00 will be given in cash at the cashiers window. A check will not be processed. Please download the following form, complete it and bring to the cashiers window with the appropriate documentation (if necessary). Make sure the form is filled out with a detailed description of the reimbursement and full account number.

Reimbursements totaling $75.00 or more are normally processed through ACH direct deposit.

ACH Direct Deposits are processed on Monday's and Wednesday's. A confirmation email will be sent from the Accounts Payable Office once the ACH Direct Deposit has been initiated.

Reimbursements must have a Check Requisition or a Travel and Entertainment Voucher EXCEL version attached with all hotel receipts and all other receipts over $75.00, detailed description of reimbursement (Colby business purpose) along with approval signature and full account number (fund, center, object code and project code -if necessary).

Enrollment form for ACH Direct Deposit - please download the form and send to Accounts Payable.

Expenses incurred for
any accompanying spouse are generally considered personal in nature except on
those occasions when the attendance of a spouse at an event furthers the
business interests of the College. In these cases, the travel is to be
authorized, in advance by completing the Spouse Reimbursement Form and approved by the President or the appropriate Vice
President prior to the travel date.

Current IRS
regulations require that amounts paid by an employer for spousal travel
expenses be included in the employee’s taxable income and reported on Form W-2
unless the spouse’s presence on the trip serves a bona fide business purpose.
Departments should consult with the Office of Financial Services prior to
making commitments to reimburse for spousal travel as the reimbursement may be
taxable to the employee. Expenses incurred for other individuals or dependents
(such as children) that accompany a traveler will be included on the employees
Form W-2.

Paying an Outside Source (Vendor, Guest Speaker, Service Provider)

The Accounts Payable office processes checks on Thursdays. All invoices and requests for payments must be received by Tuesday 12:00 p.m. These must have an approval signature along with the complete account number.